## Preparation and Planning
This year, we began planning change to the games and set design nearly *one year ahead of PAX.* Production design for props and changes to setting began about six months prior, with the peak production time occurring about 40 days prior to PAX and continuing at that pace until the convention began. This method is likely to be the model moving forward, however, during years where we run the same or similar LARPs, there will be fewer changes needed to set design, game production, or set-up, so planning and labor will vary.
## Volunteer Coordination
We have four general categories that make up a well-rounded team producing LARP events at PAX unplugged - Runners; Props Team; Facilitators / ST Team; and Table Volunteers. *Coordination of these volunteers begins about 4-6 months prior to the event.* Most volunteers receive a PAX badge for the entire event.
In addition to coordinating specific shifts and roles, many who work with us often see and fill needs; tying strings onto small charms, tearing out paper cards, and organizing plastic flowers, these varied jobs arise on-site and require a perceptive, capable, and curious team.
### Table Volunteers
This role is often viewed as the least glamorous position, however, whenever someone asks "how can I help?" it is the first role I point to. Because we manage our game sign-ups, table volunteers are needed to assist players with questions about LARP; the vast majority of our players at PAX have not LARPed before, and we offer them a safe place with a low barrier to entry where they can experience the hobby.
Table volunteers manage sign-ups, talk to players about roleplay and the games we are running, maintain the table, manage check-in, and represent an experienced player base where people can go with questions about both our games at PAX and LARP in general.
In 2021, we established a schedule to plan for two people at the table doing two-hour shifts, using the same model in 2022 and 2023. However, there has been a large discrepancy in shifts under this method. Some volunteers work a single shift and others work four or more. In 2024, we are planning to offer primarily four-hour shifts, with the request that volunteers only sign up for one table shift and an absolute maximum of two.
### Facilitators and ST Team
These are recruited and managed by the game designers - many of these volunteers work behind the scenes, writing and editing characters, reviewing mechanics, and checking packets. In prior years, the Facilitator Team has represented on-the-floor experienced players who are portraying NPCs - these characters were designed to guide factions and assist with roleplay for players who may not know how to get started, and occasionally have represented potential candidates, among whom players were expected to choose leadership. In 2023, we retired those NPC roles in favor of semi-IC facilitators representing high society wait staff, bartenders, and casino dealers.
This method meant that players were the focus and driving element of their own stories, and in that regard was a wild success. Players interacted with facilitators immediately, to order drinks or play cards as an easy way to test out roleplay and their character. With the addition of pre-game workshopping, players did not struggle to stay immersed or invest in the narrative from the game's start.
Additionally in 2023, on-the-floor facilitators wore a light uniform of a white shirt, black vest, and dark pants, with pins of office and a badge that said "Staff." This worked well to identify the facilitators to players across all games.
### Props Team
The props team is a highly curated team, usually consisting of four people. Individuals are recruited on a case-by-case basis. The props team requires long hours of moving furniture and physical set up, as well as a creative eye and the ability to work both under the pressure of limited time to complete a design and the occasional need to pivot when an item or idea does not work as intended.
### Runners
In years prior, runners have not been a specific role that we recruited for; however, we have a very dedicated volunteer who has, for many years, coordinated caffeine and early-morning drink/snack runs for the team on the convention floor. In 2023, we gave them the title of Lead Runner, and anticipate to continue to employ them in that role, should they be interested in doing so. Their ability to anticipate needs and put in the leg work has been unparalleled, and we hope to expand their team in years to come.
In 2021, we identified a problem of staff being able to acquire evening meals in Philadelphia, during a major convention, at peak mealtime. Volunteers were either neglecting to eat or unable to get meals in time for shifts or play. In 2022, we established a Food Runner who was responsible for choosing, coordinating money exchange, pick-up, and distribution of a dinner meal to any volunteer who wanted to participate. While this was a good idea, we faced several challenges and learned that this role needs at least two people, and is one of the most challenging.
In 2023, we identified two volunteers who work well together to take on this necessary role, and they coordinated with the 2022 runner to create a plan to manage the pitfalls of the year prior, making it much more successful thanks to their planning and coordination. This role will continue to require two volunteers and development of best practices will continue.
## Changes to Set Design Schedule
At our first PAX unplugged, with a significantly smaller staff, all of our volunteers lead demonstrations of a tabletop game during the day, and were responsible for managing a LARP event in the evening. Burnout rates were high and by the end of the event, many of us were in a poor state. We almost did not return to PAX unplugged, and we learned a lot about our needs.
In more recent years, we have run two LARP events in the evenings of Friday and Saturday respectively, allowing all-day Friday and all-day Saturday for room design and props strike/set each day. In 2021, we delivered our props to the convention center on Friday, during convention hours, increasing the amount of physical lifting required on the first day, as well as limiting the amount of time we had to do set up that day. In 2022, we tried delivering our props on Thursday, an option for Exhibitors, and it was very successful - however, we delivered them to the second floor with the Expo Hall Exhibitors and had to carry all the props to the first floor by hand through a bustling and winding convention center. In 2023, we delivered our props directly to the first floor on Thursday - truly, I don't know how we managed to do this any other way; it was the most practical for everyone involved. There is the added bonus that the lead props designer can review the room space prior to the first day of the convention and consider if any changes need to be made to the design plan.
In 2023, we added an afternoon game on Saturday - this was a huge challenge for the props team and required two changes in method that both worked well - the first was that the props team and a few of the table volunteers did a primary strike on Friday night after the first game had ended - wall hangings were removed and furniture was moved to where it needed to be the following day. The second was that the props team started work earlier on Saturday than in years prior, with an 8:00 AM start time. Finally, time was much more carefully managed during the Saturday day window, with an achieved goal of completing the design by 12:00 PM, one hour prior to the start of the afternoon game.
A window of time was needed between the afternoon game and the evening game for the set design team to inspect and reset the room, including throwing out forgotten character sheets and organizing 8 decks of playing cards. This was necessary, but we had more time than needed due to the afternoon game ending early.
In years to come, with alternative programming being explored for an afternoon session, it is likely that we will continue with the expectations to complete set design prior to 12 PM, in order for the room to be available for additional programs. There will also need to be reset time under this model.
## Changes to Game Sign Ups
Historically, we utilized a paper sign up sheet, on which players could provide their name and (if desired) email address. We called names from the top of the list down, as players stood in a crowd and waited to check in. In 2022, we provided players with an information sheet about the game and LARP safety when they signed up, which they could reference prior to the game.
In 2023, we switched to a digital sign-up via QR code. This model was semi-effective, with some changes needed. When they signed up, players were given an information sheet with a stamp on it. In order to play, they needed to arrive on time and provide that stamp to us. There were two stamps - "Accepted" and "Waitlisted" and the arrival time for the game was written in by the table volunteers (half an hour prior to game for accepted players and fifteen minutes for waitlisted players). Table volunteers received a training which was refreshed on site at the start of their shift - this worked well for all but one shift, some of whom wrote the time that the player arrived at the table to sign up, rather than the time the player should come back for game that day. This was seen and corrected in the first ten minutes of that shift and there were no more concerns after that.
**What worked** - We could properly read the name and email of everyone who signed up; the players were more orderly when checking in for the game; the check-in process was faster; waitlisted players had a better opportunity to get into the game; players were able to opt-in to a short survey regarding the success of the game, providing feedback for future convention LARPs.
**Challenges** - Not all players realized that they had to arrive a half hour prior to the game in order to secure their spot - some of these players ultimately didn't wait in the line, though they would have gotten in to play if they had; the check-in volunteers did not mark whether each player who had registered showed up for the game, so we did not have as much information as in years prior, when they were checked off of a physical list.
**Concerns** - I suspect that we had some melt from sign ups this year - During each game, most of the waitlisted players were able to secure a spot, which was not the case in years prior. I don't have any way to check this because names were not marked. In years to come, we will make sure that names are marked in some way to show us who signs up versus who ultimately attends and plays in the game. Additionally, I think many waitlisted players chose not come to see if they would get a slot. In years prior, we allowed a waitlist slot for every character slot there was (for example 60 accepted players and 60 waitlisted players); this year, we allowed for 2/3 waitlist slots (60:40); there were two slots that went unfilled in one game, that we were fortunately able to fill with convention attendees who happened to be nearby for other reasons and were interested in participating.
Attendance is a challenge for convention games, where players may ultimately decide to pursue other programming, or even other interests in the city of Philadelphia. Players may need to leave early or otherwise decide a game isn't for them. It requires some thinking about the modules we run at conventions, ensuring that every game is representative of the LARP hobby, that there is time for the accomplishment of character goals and arcs, and also that the competing needs of the players attending the convention are also being met.
*Author:* [[Sarah Helwig]]
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